SOFT

P.M.BCT 208 Cantonments, Accra-Ghana

. T: +233. 030.2.769892 F: +233.21,782615

Emall: Info@softtrlbe.com

Website: www.softtrlbe.com

Software Solutions for a Growing Africa

CONTROLLERAND ACCOUNTANT GENERAL'S DEPARTMENT

MiNISTRIES
ACCRA

s" June, 2012

ATTN: ALLEN PROVENCAL

Dear Sir,

IPPD3 PENSIONS PROCESSING -IPPD2

DATA~:'AmFICATION

As detailed in our daily reports to CAGD, during the process of im!-'ort;ng pensions data from IPPD2, we
identified a number of issues that require specific clarification.

1. INCORRECTlY

FORMATED

/ MISSING

7,676 records cannot be imported

information,

The issues are as follows:

DATA

into IPPD3 due to incorrectly formatted

and missing

as follows:

i) Foreign characters in pension ID (PEN No) -128

ii) Missing Grades - 7515
iii) r.~issing Job Titles - 33
This information

was presented to CAGD on 29/05/2012

ai~d we would require clarification on

how to handle this data.

Directors: Herman Chinery-Hesse, Tetteh Antonio, David Bolton, Steve Antwi-Asimeng.

2. THIRD PARTY DEDUCTIONS

A large number of transactions

were identified, where third party loans were regularly being

charged on pensions. As we understand, this goes against the payroll rules. We would require
clarification

on how to handle this data.

3. DUPLICATE EMPLOYEE 10/ EMPLOYEE NAME

8 pensioners were identified

with duplicated payment records. All but one of these had a zero

net pay. It should not be possible for duplicate records to be stored within a database table,
especially where a key field is involved.

4. DUPLICATE BANK ACCOUNT NUMBERS WITH MULTIPLE PAYMENTS

A large number of bank account details were found to be duplicated
Multiple

in the IPPD2 Data.

payments have been paid against these bank accounts, particularly

in the rural banks.

This covered a large number of pensioners (over 20,000 records). We would expect a one-toone relationship

between a pensioner and his/her bank account.

It is unusual to see one bank

account being shared by numerous people.

5. PREPAYMENT DATA WITH NO CORRESPONDING

BIO-DATA RECORD

Over 7,500 payment records exist in the prepayment file, without

related pensioners.

Since all prepayment

any bio-data record for the

data must be generated from a source bio-data

record, we are concerned that we may have either missing bio-data from IPPD2 or erroneous
generation of data from non-existent

bio-data.

6. ZERO NET-SALARY
Over 38,000 payment records have been generated in May 2012 IPPD2 data with zero-net
salaries. We would expect that no pensioner would be processed if a zero-net salary was
expected.

This is 'empty' data and unnecessary places load on databases and servers. It also

poses security risks, as the data is susceptible to manipulation.

7. AGE ABOVE 80 YEARS

Over 57,000 pensioners were found to be over 80 years old, according to their dates of birth.
This represents well over 80% of the pensions payroll. We would expect to find an even
distribution

of ages within the database.

In order for us to move forward with pensions processing on IPPD3, we would require specific
instructions on how to handle all of the issues detailed above. We would be grateful if we could receive
your written instructions.

Yours faithfully,

David Bolton,
TECHNICAL DIRECTOR.

cc.
The Controller, CAGD
The Deputy Controller (FMS), CAGD
The Deputy Controller (F&A), CAGD
The Deputy Controller (T), CAGD